How can you use document management for Architecture?

Let’s just say you need an RFI response as soon as possible, but the lead designer is already in Milan and won’t be back till next week. Rather than wait till he returns, or insist he return immediately, which can jeopardise the collaboration, document management for architects makes it easier to obtain the information needed as long as you’re able to get online.

A fully integrated document management system does all the hard work of tracking and collating all related documents, which, in turn, frees up valuable financial resources and time to allow the architects to do what they do best – create and design. Not only are all relevant documents available in a location that is easily accessible to all users, both staff and stakeholders are able to view the same document and make and respond to any changes at any time.

Not only does this simplify the onerous task of recording, organisation and analysis of the services provided by an architectural firm, it also facilitates communication and cooperation between all parties involved in a project. As long as they have access to the document manager, designers, clients, contractors and engineers, as well as architects can view and respond to all updates in real time.

Not only that, a notification feature is generally available so that selected individuals are immediately notified of changes. This feature can also be adapted to send reminders to those who have yet to respond the an RFI, time frame change or submittal. Additionally, the system also tracks who the responses come from, ensuring open channels of communication and reducing the chance of confusion arising regarding aspects of the project.

In addition to facilitating the information sharing process, document management for architects reduces the amount of paperwork or email trail involved in a project at any given time. Since files are organised electronically, it is fully possible to access them from any location that has Internet access. Essentially, it makes it easier to run a business.